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CALL FOR TENDER PROPOSALS FOR THE PROVISION OF OUTSOURCED SERVICES RELATED TO THE ISSUING PROCEDURE OF SCHENGEN VISAS FOR THE ITALIAN EMBASSY IN NEW DELHI AND FOR THE CONSULATES GENERAL OF ITALY IN MUMBAI AND KOLKATA
 
22/06/2012
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Contracting authority: Ambasciata d’Italia New Delhi 50-E Chandra Gupta Marg Chanakyapuri, NEW DELHI 110021 www.ambnewdelhi.esteri.it
Services to be provided: The awarded company (hereinafter referred to as “the company”) will provide the following services: 1.      Dissemination of information. 2.      Scheduling of appointments (including the possibility of on line appointments) and interviews.  3.      Receipt and check of applications to ensure that they are complete in all respects as required by the relevant checklist. 4.      Data-Entry.   5.      Submission of applications to the Embassy. 6.      Visa fee collection and remittance. 7.      Retrieval and return of passports. 8.      Additional services including random investigation (as agreed upon with the Embassy of Italy) The company will provide application centres across India in order to ensure that the applications will be presented as follow:  

Embassy of Italy in New Delhi will accept applications from residents of the Union Territories of New Delhi and Chandigarh; the States of Haryana, Himachal Pradesh, Jammu & Kashmir, Punjab, Rajasthan, Uttar Pradesh and Uttaranchal.  

Consulate General of Italy in Mumbai will accept applications from residents of the States of Andhra Pradesh, Chhattisgarh, Madhya Pradesh, Goa, Gujarat, Karnataka, Kerala, Maharashtra and Tamil Nadu; the Union Territories of Daman, Diu, Dadra and Nagar Haveli, Lakshadweep and Pondicherry.


Consulate General of Italy in Kolkata will accept applications from residents of the States of Assam, Arunachal Pradesh, Bihar, Jharkhand, Manipur, Meghalaya, Mizoram, Nagaland, Orissa, Tripura and West Bengal; the Union Territory of the Andaman & Nicobar Islands.  

Set terms and condition of the service:   1.      Visa applications will be presented to the application centres on voluntary basis. Applicants will always have the possibility to address the Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata directly.   2.      The Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata reserve the right to process on exclusive basis the visa applications of some categories of passports or applicants.   3.      The Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata maintain full and exclusive competence for the interviews of applicants, approval, and issue of visas and/ or rejection of the visa applications. The Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata will be responsible for the passports only after the delivery to them and until the return of the passports (with visas or denials) for delivery to the applicants.   4.      No employment relationship between the Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata Embassy can take place, and no obligation of any kind may arise for the Embassy and the Consulates General in accordance with the provisions of contract or any activity that took place in fulfilment of it.       5.      The company shall bear any cost and expenses in connection with the operations and services provided, including an adequate number of application centres across India with adequate, qualified and trained staff. If the company already cooperates with any Schengen Member State in India, it should also give details of the number of applications centres across India and the persons employed for each of the Schengen Member State. The Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata shall not incur any cost in connection with the outsourced services.   6.      The company shall appoint, among its most qualified employees, a person acting as a point of contact with the Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata. Should the Embassy and the Consulates General be unsatisfied with the said person, it has the right to request a prompt replacement. Failure to do so or untimely replacement of the point of contact by the company represents a serious breach of contractual obligations.   7.      The company shall comply with all the data protection requirements as well as the other requirements specified in ANNEX X of the EU Visa Code - Regulation (EC) n. 810/2009 of the European Parliament and of the Council of 13 July 2009, published on the Official Journal of the European Union L 243 of 15 September 2009.   8.      The Embassy of Italy in New Delhi and the Consulates General of Italy in Mumbai and Kolkata reserve themselves the right to conduct exhaustive remote and on-site inspections without prior notice to the company.                                                                                                   

Duration of contract: Three years.  

Termitation of the contract:   The parties agree that the following main cases of breach of contractual obligations may constitute a ground for immediate termination of the contract, in particular:
  • assignment of the contract or part of it without the previous written consent from the Embassy of Italy;
  • unjustified interruption of service;
  • serious deficiencies and/or irregularities in service;
  • failure or untimely replacement of the referent;
  • fraudulent or indecent conduct of the Company staff or security risk;
  • repeated communications in writing, from the Embassy of Italy, for complaints about the service.
In these main cases, the contract shall be automatically terminated with immediate effect through a Registered letter from the Embassy of Italy.


Volume of work: An annual average of approximately 100.000 visas applications.


Service charge: The company will be allowed to charge a service fee within the limits and conditions specified in art. 17 of the EU Visa Code - Regulation (EC) n. 810/2009 of the European Parliament and of the Council of 13 July 2009, published on the Official Journal of the European Union L 243 of 15 September 2009.  

Payment: Directly by users.    

Award process: Contracts for the service will be awarded on the basis of the most advantageous tender consistent with the following award criteria: 1.      In selecting the most advantageous tender, the Embassy of Italy will verify the solvency and reliability of the candidate companies, including the necessary licenses, commercial registration, company statutes, bank contracts, and ensures that there is no conflict of interest. To this end, the contracting authority reserves the right to ask for resumes, certificates of quality and bank references. 2.      The Embassy of Italy will consider as a preferential qualification for the company to be already supplying similar services to other Embassies/Consulates of European Union countries belonging to the Schengen Area in India and to the company that has an adequate number of application centres across India as well other requirements mentioned in paragraph 5 of the “set terms and condition of service”. 3.      The Embassy of Italy will consider the accessibility of the company website, if already existing, and the possibility of providing information not only in English but also in other Indian languages. 4.      The Embassy of Italy reserves itself the right to outsource or not the above mentioned services in the presence of a single competitor, to consider any bids submitted as not acceptable and to cancel or revoke the tender procedure at any stage.   5.      The participation requirements must be stated when submitting the application.   6.      The offers will be submitted to the Embassy of Italy in the form of draft contract proposals.  

Deadline for submission: 10th July 2012  

Official in charge of the selection process: Cesare Bieller, First Secretary, Embassy of Italy New Delhi


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